Office Coordinator

About the Role

We are looking for a proactive, organized, and service-minded Office Coordinator to join our global Workplace Services team at our North American Headquarters in Pittsburgh. In this role, you will play an important part in ensuring that our office operates efficiently, safely, and seamlessly. Working closely with our Office Manager, you will coordinate essential workplace services, support employees and visitors, and help create an environment where people feel welcomed, connected, and supported.

What You'll Do

Create an Exceptional Workplace Experience

• Serve as a welcoming first point of contact for employees, visitors, vendors, and new hires.
• Help maintain a professional, organized, safe, and inviting office environment.
• Respond promptly and professionally to employee inquiries related to workplace services and office operations.
• Proactively identify opportunities to improve the everyday office experience.

Keep Daily Office Operations Running Smoothly

• Coordinate incoming and outgoing mail, including sorting, scanning, distributing, and arranging outgoing shipments.
• Receive, track, and distribute packages and deliveries, ensuring timely handling of important correspondence.
• Handle document scanning, filing, shredding, and other administrative tasks while maintaining appropriate confidentiality.
• Monitor office supplies and shared spaces, ensuring the workplace remains organized, stocked, and ready for daily use.
• Support meeting coordination, room bookings, calendar invitations, and general office administration.
• Assist in maintaining efficient office procedures and accurate administrative records.

Support Facilities and Vendor Coordination

• Serve as a day-to-day point of contact for building management and onsite service providers, coordinating with the Office Manager as needed.
• Liaise with cleaning, catering, maintenance, and other workplace vendors to support reliable service delivery.
• Identify and promptly report maintenance, safety, security, or facility-related issues.
• Assist with coordinating vendor visits, service requests, and routine workplace activities.
• Support the implementation of workplace procedures and established safety and security practices.

Bring People Together

• Support the Office Manager in planning and coordinating employee events, celebrations, meetings, and other workplace activities.
• Assist with onsite logistics for internal gatherings, conferences, and visiting colleagues.
• Contribute to initiatives that foster employee connection, engagement, and a positive workplace culture.

Collaborate and Provide Operational Support

• Work closely with the Office Manager to ensure continuity and consistency in daily office operations.
• Provide operational coverage during the Office Manager's absence, within the scope of the role and established procedures.
• Collaborate with colleagues across our global Workplace Services team to support shared processes and workplace standards.
• Take initiative in identifying issues, suggesting improvements, and following through on assigned tasks.

What You'll Bring

We are looking for someone who enjoys taking ownership, thrives in a people-focused environment, and approaches everyday challenges with a positive, practical mindset.

Qualifications and Experience

• 2–3 years of experience in office coordination, office administration, workplace services, facilities support, or a similar role.
• Good understanding of daily office operations and administrative best practices.
• Strong organizational and time-management skills, with excellent attention to detail.
• Excellent verbal and written communication skills in English.
• Working knowledge of Microsoft Office applications, particularly Outlook, Word, and Excel.
• Ability to manage multiple priorities independently while collaborating effectively with others.

Personal Qualities That Will Help You Succeed

• Proactive and resourceful: You anticipate needs, take initiative, and look for practical solutions.
• Service-minded: You genuinely enjoy helping people and creating a positive experience for others.
• Reliable and accountable: You take ownership of your responsibilities and consistently follow through.
• Organized and detail-oriented: You bring structure to everyday activities and ensure important details are not overlooked.
• Flexible and adaptable: You remain calm, approachable, and solution-focused when priorities change.
• Collaborative: You communicate openly and enjoy working with colleagues across different teams and locations.

Physical Requirements

• Working onsite in a standard professional office setting.
• Occasionally lifting and carrying items weighing up to 25 pounds, such as packages, mail, and office supplies.
• Standing, walking, bending, and reaching as needed to complete routine office tasks.
• Handling deliveries, organizing supplies, scanning documents, and performing other administrative duties.